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Scheduling Patient Appointment - Workflows | Healcon Practice Software For Doctors

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This article covers following topics related to ' Scheduling Patient Appointment ' workflow in healcon practice  : 

How to reach appointment calendar module ? 

How to schedule appointment for 'already existing patient' from the appointment calendar ? 

How to schedule appointment for 'new patient' from the appointment calendar ? 

How to view/edit existing appointment from the appointment calendar ? 

How to drag and drop to reschedule appointment in the calendar ? 

What all can i do in the appointment calendar module? 

How Doctor / Patents SMS are sent during new appointment / rescheduled appointment from calendar ?

How users with different roles can access appointments interface ?

 

How to reach appointment calendar module ? 

Once logged-in,  you can reach 'Appointments' module by clicking on the left side menu as shown in the screenshot below  : 

How_to_reach_aapointments_calendar_in_healcon_practice_software.png  

 

 

How to schedule appointment for 'already existing patient' from the appointment calendar ? 

By clicking on any vacant slot on calendar (for example near 9AM on 11th Feb ie click in the rectangle box in the screenshot below ) , a pop-up window to add new appointment will open up . Here time of appointment will be automatically populated based on the slot where you clicked on the calendar .

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Once 'Add New Appointment' pop-up window is opened , we can start by filling first field ie 'Patient Name' . This can be done by searching for patient name by typing initials of the patient name in the 'Patient' Name field and then selecting right patient (as shown in the screenshot below ) . Please follow given steps to add new appointment for existing patient : 

Step-1 : Click on the 'Search for patients' box to start typing initials : 

blobid2.png

Step-2 : Select the patient name 

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Step 3 : Once patient is selected , you can fill remaining details (as shown in the screenshot below ): 

1. Doctor/Time-Duration / Treatment / Notes / Appointment Type

2. Communication details like sms/email to doctor/patient .

3. Click 'Save'

blobid3.png

This will schedule new appointment with existing patient and also send required sms/email communication to patient as well as doctors regarding this appointment . 

 

How to schedule appointment for 'new patient' from appointment calendar ? 

By clicking on any vacant slot on calendar (for example near 9AM on 11th Feb ie click in the rectangle box in the screenshot below ) , a pop-up window to add new appointment will open up . Here time of appointment will be automatically populated based on the slot where you clicked on the calendar .

blobid7.png

 

Once 'Add New Appointment' pop-up window is opened, please follow these steps to add appointment for new patient : 

Step 1 : Click  "+ New Patient" button .

 blobid1.png

Step 2 : Above step will open three fields ie Patient Name , Mobile, Email . Please fill these details of new patient in the form . 

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Step 3 : Fill remaining details as shown in screenshot below and click 'Save' :

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 This action will add new patient in the clinic record and also schedule an appointment with this recently added new patient of the clinic .

 

 

How to view/edit existing appointment from the appointment calendar ? 

Follow these steps to view/edit exiting appointment from calendar : 

Step 1 : Click on any existing appointment in the calendar (for example blue color existing appointment of 'Aaron Wheeler' at 10-12AM , Tuesday,11th Feb ) as shown in the screenshot below : 

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Step 2 : This will open a pop-up window of 'Edit Appointment'  (refer to screenshot below)  with all the details of the appointment .

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Step 3 : Edit Appointment : In this pop-up window you can edit Time/Duration/Treatment/Notes etc fields and also re-send updated details of appointment via sms/email by checking appropriate boxes at the bottom of the pop-up window and then click 'Update' .  This action will save appointment with new inputs and also send sms to patient and doctors with updated information about appointment (only if boxes sms/email boxes are ticked ) .

You can also click on 'Cancel Appointment' or red color 'Delete Permanently' button to cancel the appointment .

 

How to drag and drop to reschedule appointment in the calendar ? 

 Bring your mouse pointer on any already existing appointment which you want to reschedule (ie change date time slot ) . Now press left button of the mouse (left click and keep it pressed) and drag your mouse pointer to new date time slot . Now un-press the left button (release left click which was pressed till now) .

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This will automatically reschedule the appointment. Also a pop to send changed time slot will open like shown in the screenshot below : 

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Check appropriate boxes to send email/sms to doctor & patients regarding re-scheduled appointment and click "Send" . This will trigger sms/email to doctor & patient with details of changed appointment .

 

What all can i do in the appointment calendar module? 

  We will discuss all the functionalities of the appointment calendar in detail by following number in red inside circle to refer to each functionality in the screenshot below :  appointment_calendar_tutorial_healcon_practice_softwar_for_doctors.png  (Screenshot A - Appointment Calendar)

 

1. Doctor Drop Down : Refer to point -1 in the above screenshot which shows a dropdown of all the doctors of the clinic . Owner/Admi/Reception can select any doctor to see appointments of selected doctor. By default owners/administrator can see appointments of all the doctors in the calendar . 

doctor_color_coding_healcon_practice_software.png

 

2. Add New Appointment  : Refer to point-2 in red circle in the 'screenshot A' of the calendar above. By clicking on any vacant slot on calendar (for example near 9AM on 11th Feb ie near point-2 in the screenshot A above ) , a pop-up window to add new appointment will open up - refer to the screenshot below . Here time of appointment will be automatically populated based on the slot where you clicked on the calendar . Fill details to add new appointment :

add_newPatient_from_calendar_healcon_practice_software.png

PS : Check detailed steps here : 

How to schedule appointment for 'already existing patient' from the appointment calendar ? 

How to schedule appointment for 'new patient' from the appointment calendar ? 

 

3. View/Edit/Delete Existing Appointments : Refer to point-3 in red circle in the 'screenshot A' of the calendar above. By clicking on any existing appointment in the calendar (for example blue color existing appointment of 'Aaron Wheeler' at 10-12AM , Tuesday,11th Feb ie near point-3 in the 'screenshot A'above ), a pop-up window of 'Edit Appointment' will open (refer to screenshot below)  with all the details of the appointment .

In this pop-up window you can edit Time/Duration/Treatment/Notes etc fields and also send updated sms/email by checking appropriate boxes at the bottom of the pop-up window and then click 'Update' .  This action will save appointment with new inputs and also send sms to patient and doctors with updated information about appointment (only if boxes sms/email boxes are ticked ) .

You can also click on 'Cancel Appointment' or red color 'Delete Permanently' button to cancel the appointment .

edit_appointment_healcon_practice_management_software.png

 

4. Week/Month/Day View & Date Switcher : You can switch to 'month' , 'week' , 'day' and 'list' view as described below : 

a. Month View 

month_view_appointment_calendar_healcon_practice_management_software.png

b. Week View 

week_view_appointment_calendar_healcon_practice_management_software.png

c. Day View 

day_view_appointment_calendar_healcon_practice_management_software.png

d. List View

list_view_appointment_calendar_healcon_practice_management_software.png

  

5. Add Walk Appointment :  In order to schedule appointment at current time slot , you simply click on 'Add WalkIn Appointment' green button as shown in the screenshot below , this will autmatcially select current date and time slot . 

Add_walkin_appointment_healcon_practice_management_software.png

 

6. Appointment Settings : 

All doctors of the clinic can set their own preferences about appointment & calendar settings . Follow these steps to change appointment/calender settings : 

Step 1 : To reach appointment settings , click on the grey 'gear' icon on the top-right corner of calendar interface as shown in the screenshot below : 

appointment_settings_icon_in_calendar_healcon_practice_management_software.png

 

Step-2 : Once you reach appointment / calendar settings , you can control following settings related to appointment/calendars (as shown in the screenshot below ) :

1. Appointment Color : This is the color code of the doctor and selected color here will be used to show your appointments in the calendar .

2. Calendar Time : This is time slot for which calendar slot will be shown in your calendar . 

3. Appointment Slot Time : This is the default duration of your appointment .

4. Block Days : You can block certain days/time of the calendar for which you will not be available. This will ensure that any staff who is booking patient appointments will not be able to book any appointment for specified slots. 

appointment_calendar_settings_healcon_practice_management_software.png

 

7. Appointment Status / Patient Queue :  

Appointment_status_management_queue_healcon_practice_software.png 

 

 

How Doctor / Patents SMS are sent during new appointment / re-scheduled appointment from calendar ?

patient_doctor_sms_healcon_practice_software.png

 

How users with different roles can access appointments interface ?

Owners/Administrators of the clinic can see data of all the doctors of the clinic while visiting doctor / consultant can only see his own records in this interface . To know more privileges and access of different roles , please visit following link - Roles & Privileges

 

Healcon Practice Workflow is divided into following sections :

 

NEXT SUGGESTED READ on 'HEALCON PRACTICE WORKFLOWS ' >> Updating Patient Health Records


- Team Healcon

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